Minnesota Careers
Minnesota Careers is hiring: Administrative Assistant in St Paul
Minnesota Careers, St Paul, MN, United States
At the DNR, we are committed to the conservation and management of the state's natural resources for outdoor recreation, economic development, and a sustainable quality of life. Apply with us and find your path.
Job Details
Working Title: Administrative Assistant
Job Class: Office & Administrative Specialist, Principal
Agency: MN Department of Natural Resources
- Job ID: 82065
- Location: St. Paul
- Telework Eligible: Yes; Hybrid
- Full/Part Time: Full-Time
- Regular/Temporary: Unlimited
- Who May Apply: Open to all qualified job seekers
- Date Posted: 11/27/2024
- Closing Date: 12/17/2024
- Hiring Agency/Seniority Unit: Department of Natural Resources
- Division/Unit: Operations Services / OSD OCO Section Heads
- Work Shift/Work Hours: Day Shift
- Days of Work: Monday - Friday
- Travel Required: Yes
- Salary Range: $23.76 - $32.06 / hourly; $49,610 - $66,941 / annually
- Classified Status: Classified
- Bargaining Unit/Union: 206 - Clerical/AFSCME
- Work Area: Division of Operations Services
- FLSA Status: Nonexempt
- Designated in Connect 700 Program for Applicants with Disabilities : Yes
At the State of Minnesota, employees play a critical role in developing policies, providing essential services, and working to improve the well-being and quality of life for all Minnesotans. The State of Minnesota is committed to equity and inclusion, and invests in employees by providing benefits, support resources, and training and development opportunities.
Job Summary
The DNR is seeking to fill one (1) Administrative Assistant position at our central office in Saint Paul, MN.
This position exists to provide high-level administrative support to the Communications Director in the Office of Communications and Outreach (OCO) and to other OCO managers and supervisors. This position has executive duties such as scheduling, organization, meeting coordination, establishing, and maintaining record systems, and travel planning, as well as administrative duties such as financial management and serving as a personnel liaison. This position provides assistance for select special events such as the Minnesota State Fair and Northwest Sportshow and provides support to OCO units. This individual will assist with other division- and agency-wide tasks as needed.
Responsibilities include but are not limited to:
- Provide executive-level and confidential assistance to Communications Director and administrative support to other OCO managers.
- Support coordination and execution of special events (e.g., Minnesota State Fair, annual DNR Communications retreats etc.) and special projects as assigned.
- Provide administrative support to OCO operations (e.g., coordinate and schedule reviews, order and maintain office supplies, assist with expense management, scheduling meetings, and other assigned administrative tasks).
- Coordinate bill-paying, purchase order development, invoice approvals and tracking, and maintenance of blanket purchase orders for the section.
- Coordinate and ensure the director's timely review and signing of contracts, position descriptions, expense reports and other important documents.
Qualifications
Minimum Qualifications
- Knowledge of administrative services which directly supportmultiple functions of a medium-sized division or office (20+ people), or district.
- Knowledge and skills related to PO requests, tracking POs, paying invoices, and retaining financial documents, as well as administering other paperwork and records, in a timely, professional, secure and accurate manner.
- Skills using Microsoft Office Suite products including Outlook, Word (conditional mail merge), Excel (pivot tables), PowerPoint (tables and graphics), Teams, Access (database), Visio, etc., sufficient to compose, create, modify, and publish calendars, memos, letters, documents, reports, charts, graphics, presentations, etc.
- Human relations skills sufficient to establish and maintain excellent working relationships with a variety of customers, provide excellent customer service, and communicate effectively and comfortably with state and agency leadership.
- Organizational and planning skills sufficient to coordinate schedules and meetings, handle correspondence, and ensure work is completed in a timely manner.
- Ability to analyze and make recommendations to management for new or revised administrative practices and procedures for smooth and efficient office operation.
- Ability to provide leadwork for others sufficient to plan, coordinate, and direct office support activities.
- Typing, word processing, and writing skills sufficient to draft professional, error-free correspondence on behalf of the Director and Department.
- Three (3) years of high-level administrative experience, including providing support to individuals at the management or senior management level.
- Experience in in-person meeting and event planning, as well as logistical and technologysupport for meetings or events conducted with remote participants.
- Knowledge of department-related laws, rules, regulations, and policies sufficient to provide information as requested.
- Knowledge of processes in national, state, or local units of government.
- Project management training or expertise.
- Continuous improvement training or expertise.
There are no driving duties required.
Applicants must have the ability to meet the physical requirements and work in the environmental conditions of the position,
with or without reasonable accommodations.
In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and
to complete the required employment eligibility verification form upon hire.
It is policy of the Department of Natural Resources that all candidates submit to a background check prior to employment. The
background check may consist of the following components:
• Conflict of Interest Review
• Criminal History Check
• Education Verification
• Employment Reference / Records Check
• License / Certification Verification
Application Details
How to Apply
Select "Apply for Job" at the top of this page. If you have questions about applying for jobs, contact the Careers Help Desk at 651-259-3637 or email careers@state.mn.us . For additional information about the application process, go to http://www.mn.gov/careers .
Contact
If you have questions about this position, contact the OCO General Account at oco.dnr@state.mn.us .
If you are an individual with a disability and need reasonable accommodation to assist with the application process, please contact the ADA Coordinator at ADA.DNR@state.mn.us . To receive consideration as a Connect 700 Program applicant, apply online, email the Job ID#, the Working Title and your valid Proof of Eligibility Certificate by the closing date to Tava Cayo at tava.cayo@state.mn.us .
Working together to improve the state we love.
What do Minnesota's State employees have in common?
- A sense of purpose in their work
- Connection with their coworkers and communities
- Opportunities for personal and professional growth
As an employee, you'll have access to one of the most affordable health insurance plans in Minnesota, along with other benefits to help you and your family be well.
Your benefits may include:
- Paid vacation and sick leave
- 12 paid holidays each year
- Low-cost medical, dental, vision, and prescription drug plans
- Fertility care, including IVF
- Diabetes care
- Dental and orthodontic care for adults and children
- 6 weeks paid leave for parents of newborn or newly adopted children
- Pension plan that provides income when you retire (after working at least three years)
- Employer paid life insurance to provide support for your family in the event of death
- Short-term and long-term disability insurance that can provide income if you are unable to work due to illness or injury
- Tax-free expense accounts for health, dental, and dependent care
- Resources that provide support and promote physical, emotional, social, and financial well-being
- Training, classes, and professional development
- Federal Public Service Loan Forgiveness Program (Some positions may qualify for the Public Service Loan Forgiveness Program. For more information, visit the Federal Student Aid website at studentaid.gov )
- A voluntary confidential program that helps employees and their families with life challenges that may impact overall health, personal well-being, or job performance
- Common sources of stress can be addressed through the EAP: mental health, relationship challenges (personal and work), grief and loss, finances, and legal issues
- Daily Living/Convenience Services: Chore services, home repair, trip planning, child/elder care
Programs, resources and benefits eligibility varies based on type of employment, agency, funding availability, union/collective bargaining agreement, location, and length of service with the State of Minnesota.
EQUAL OPPORTUNITY EMPLOYERS
Minnesota state agencies are equal opportunity, affirmative action, and veteran-friendly employers. State agencies are committed to creating a workforce that reflects the diversity of the state and strongly encourages persons of color and Indigenous communities, members of the LGBTQIA2S+ community, individuals with disabilities, women, and veterans to apply. The varied experiences and perspectives of employees strengthen the work we do together and our ability to best serve Minnesotans.
All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, national origin, sex (including pregnancy, childbirth, and disabilities related to pregnancy or childbirth), gender identity, gender expression, marital status, familial status, age, sexual orientation, status regarding public assistance, disability, veteran status or activity in a local Human Rights Commission or any other characteristic protected by law.
APPLICANTS WITH DISABILITIES
Minnesota state agencies make reasonable accommodations to their employees and applicants with disabilities. If you have a disability and need assistance in searching or applying for jobs with the State of Minnesota, call the Careers Help Desk at 651-259-3637 or email careers@state.mn.us and let us know the support you need.